How to create a new project

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In the following description we will explain step-by-step how to create a new project with InLoox for Outlook. (Therefore you will need specific user permissions. If you do not have this permission, you can submit a project request.) 

1. Start from the project list, which gives you an overview about all your projects.

2. To create a new project, click on the Plus icon New Project in the upper left corner.

Plus Icon New Project

3. The management form will open.

Create new project - overview of management form

Here you can enter the basic project information:

Enter project details

  • Name your project.
  • The project number is automatically generated. But administrators can customize the project number and the number format in the InLoox options. 
  • Choose the responsible division and a category for your project. Administrators can customize the division structure as well as the project categories in the InLoox settings.
  • Assign a customer to your project. Please note Administrators can edit customers and customer numbers in the InLoox settings.
  • To assign a picture to your project click on the grey InLoox Logo. Locate the picture you want to add and double-click on it.

4. By assigning project team members (project team, project partners, customers etc.) to the project, your employees will know for which part of the project they are responsible.

Enter project staff

By setting up a project team, you define the access permissions for the project. (For more information on how to share permissions or add users to the list, please see Set user permissions.)

Moreover by assigning project roles, you define the role permissions of the chosen person.

Select the project manager and team members from your Address Book (InLoox address book, Microsoft Outlook address book or exchange server address book):

  • Select one or more project managers by double-clicking on the entry and click on Apply.
  • Select one or more team members by double-clicking on the entry and click on Apply.

5. Select start and end dates as well as the status of the project.

Define start and end date, enter the status of the project

Please note Administrators can individually define the project status in the InLoox Settings.

6. Use comments to leave any additional information on the project.

You can change the appearance of the comment with InLoox features on the Format tab. Customize your comments with different fonts, colors, sizes etc. …

Formatting of a comment

  • Hyperlink: If you want to link a file, website or picture, mark the relevant part of your note and click on Hyperlink. Select the file in the address field or enter the URL of a website. Then click on OK.
  • Symbol: Choose a symbol, which is not on your keyboard or is a special character.
  • Picture: Browse the folder where the picture you want to add is saved, select the picture and click on Insert. You can resize the picture directly in the comment.

7. To save your comment click on Post Comment.

Post a comment & notify someone

Your file is now linked to the note and can be accessed by pushing the Ctrl-button and clicking on the link.

Additionally, you can send your comment via email to the project manager or other team members. Click on Notify and select a contact from the address book.

Please note Administrators can define in the InLoox settings, if notes are sent via email, as Outlook-tasks or as Outlook meeting requests.

8. Add other project information by using InLoox features on the Edit tab:

Add further project details

  • Fixed Deadline: If necessary, mark your project as a deadline project, such as trade fair appearances. For deadline projects, the project end date is highlighted in the planning by a red line.
  • Archived: When you archive the project, you automatically move it to the archive.
  • Lock Project: Administrators can use this command to protect the project from changes.
  • Priority High/Normal/Low: Set the urgency of your project. Later, the projects can be sorted in the project list based on the priority.

9. Click on Save and Close in the start ribbon when you are finished.